E signature technology speeds up a variety of documentation workflows, decreasing delays in the review process, and saving money on postage, paper and faxing. It also reduces the amount of time needed to distribute documents to signers and makes it easier for them to be signed remotely.
A simple electronic signature is a digital representation of a typed or handwritten name. These types of electronic signatures do not verify the identity of the signer, nor do they contain any security or encryption features. A more sophisticated eSignature makes use of verification technology to generate a hash of the signature and connects it to a public key that is associated with the signer’s identity. The recipient is able to decrypt the hash and match it to the public key to verify that the document was not altered after it was signed.
A company can improve the security of electronic signatures by implementing additional verification methods, such as passwords two factor authentication, passwords and biometrics. These more sophisticated forms are used when there is an increased chance that the authenticity of the signature will be challenged.
Agencies should give special consideration to long-term, electronically-signed records that preserve legal rights. These records may require a longer software life cycle and it is important to ensure that the record’s integrity is maintained during any migration or upgrade processes. The guidance provided by NARA for scheduling records can help agencies to determine the appropriate retention period for these records.